DCR 988 Reconyx Trail Camera Repair Services_RFR_4.27.26.docx

REQUEST FOR RESPONSE

Reconyx Trail Camera Repair Service RFR Number 988 / COMMBUYS Bid Number BD-26-1020-DCRCU-DC250-128303

ISSUE DATE: 4/27/2026

1. Description or Purpose of Procurement:

The Department of Conservation & Recreation/Division of Water Supply Protection is interested in seeking bids from experienced contractors to provide repair services to DCR owned Reconyx Trail Cameras. This contract(s) will allow for repair and replacement of the necessary parts to maintain fully functioning equipment. The DCR makes no guarantees that any commodities will be procured as a result of this RFR.

Annual expenditures depend upon demand for service and complexity of repairs, as well as funding provided. Contract prices will remain fixed during the initial contract period. Contractors will have an opportunity to request a price increase if an option to renew is offered. Contractors will need to submit written justification and supporting documentation with price increase request. The DCR does not guarantee that increase requests will be granted.

If additional funds become available during the contract period, the Department reserves the right to increase some or all contracts executed as a result of this RFR. It may also execute contracts with contractors not funded during the initial selection process, subject to available funding and service or commodity needed.

2. Applicable Procurement Law

Executive Branch Goods and Services

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

a. Estimated Number of Awards The target maximum number of Contractors is two (2); the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids. This solicitation will allow for “rolling enrollment,” which means that proposals may be submitted and may be evaluated at any time after the initial deadline of the solicitation. DCR also reserves the right to suspend the review of additional submissions or close the solicitation for new responses entirely if it deems that the number of contractors awarded at that point adequately meets the DCR’s needs and/or funding limitations.

5. Entities Eligible to Use the Resulting Contract

· Dept. of Fish & Game

· Dept. Agricultural Resources

· Dept. of Environmental Protection

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

3 Years The Contract will be executed for this Initial Duration and will run from the Contract Effective/Start Date (June 2026- through May 2029) for this Initial Duration.

Renewal Options

1 Year Two (2) options to renew for one (1) year. It will be the contractors’ responsibility to submit a cost proposal 30 days prior to the initial contract end date. Contracted price will be valid from the commencement of the contract until current contract end date with no interruption of service.

Total Maximum Contract Duration

5 Years

Three (3) years, plus two (2) 1-year options to renew.

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $8,300.00

8. Contract Performance and Business Specifications:

Scope of Services:

The selected contractor shall provide comprehensive repair services, including but not limited to:

1. Diagnostic Evaluation

0. Perform full diagnostic assessments of malfunctioning or damaged Reconyx trail cameras.

0. Identify root causes of issues related to hardware, firmware, sensors, lenses, housings, electronics, and power systems.

0. Provide written diagnostic reports with itemized repair needs and cost estimates.

1. Repair & Refurbishment Services

1. Complete approved repairs using manufacturer-approved or equivalent high-quality parts.

1. Replace or repair damaged components (e.g., LCD screens, lens, sensor board, IR flash, battery contacts, housings, seals, memory interfaces).

1. Conduct firmware updates and internal recalibration when applicable.

1. Restore cameras to full operational condition consistent with manufacturer specifications.

1. Testing & Quality Assurance

2. Perform functional testing on all repaired units, including image capture, video recording (if applicable), trigger performance, nighttime IR performance, and battery function.

2. Verify weatherproof integrity and ensure correct date/time and operational settings.

1. Logistics & Turnaround

3. Provide clear instructions for packaging and shipping units to the repair facility.

3. Return repaired cameras with documentation detailing services performed.

1. Documentation & Reporting

4. Provide repair logs for each unit including: serial number, observed issues, completed repairs, replaced parts, firmware version, pass/fail test results, and warranty period.

4. Maintain communication with DCR staff regarding repair status and anticipated return dates.

Fiscal Terms: The DCR is tax exempt, and invoices will be paid in accordance with the Office of the Comptroller’s Bill Payment Policy. EFT payments are required for all contracts and any vendor seeking accelerated payments must provide a Prompt Payment Discount (PPD).

Performance Measures:

Performance Standards & Measures The vendor’s performance will be evaluated based on:

1. Turnaround Time

0. Diagnostic report submitted within 10 business days of receipt of equipment.

0. Completed repairs returned within 20 business days of DCR authorization.

1. Repair Quality

1. Repaired units remaining operational for at least 120 days post-repair with no repeat failure of the same component.

1. Communication & Documentation

2. Status updates provided upon request within 2 business days.

2. Repair logs submitted with 100% of returned units.

9. 2026 FIFA WORLD CUP – BOSTON, MASSACHUSETTS

The 2026 FIFA World Cup will be held at Gillette Stadium in Foxborough, related events, and significant tourist events such as Sail Boston and the 250th Anniversary of the United States will be held throughout the region. Matches and Fan Fest and other possible 250th Celebration activities are scheduled through June, July and August 2026. DCR will be imposing work and/or traffic restrictions as necessary to minimize impacts during these periods when, as determined by DCR, the Contractor’s operations could impact vehicular and/or pedestrian traffic. No additional compensation will be allowed for work restrictions, nor will the Contractor have any claim for related costs, direct or indirect. The Contract time determinations have accounted for potential work restriction during this period and Contractor’s should plan accordingly. Any necessary or emergency work required during this time will require DCR approval.

10. Commonwealth Executive Department - Accessibility Contract Language for Digital Assets The Commonwealth is legally obligated under multiple federal laws, its own Constitution, state statute and Governor-issued Executive Orders to ensure non-discrimination and equal access to state services on the part of people with disabilities and to provide reasonable accommodations to state employees with disabilities. The Commonwealth of Massachusetts’ Enterprise Digital Accessibility Policy drives ongoing efforts to make Massachusetts’ Digital Assets, including those delivered by a third-party, accessible and usable by all persons as required by state and federal laws. Where a Deliverable includes a Digital Asset, such Deliverable must meet the Commonwealth’s Digital Accessibility Standards.

The Commonwealth’s Digital Accessibility Standards include the Web Content Accessibility Guidelines (WCAG) version 2.1 level A and AA developed by the World Wide Web Consortium (W3C). Where a Contractor delivers a Digital Asset to the Commonwealth, including any Digital Asset ancillary to a Deliverable that is itself not a Digital Asset, the Contractor must comply with the digital accessibility obligations set forth in the Vendor Digital Accessibility Contract Language and Vendor Digital Accessibility Testing Obligations, and any subsequent versions or amendments.

During the RFQ bidding process and upon request, Contractor shall cooperate and provide the Commonwealth, or any third-party digital accessibility service provider procured by the Commonwealth, access to test its digital product(s) for accessibility at no additional cost to the Commonwealth. The digital product(s) must be available to the Commonwealth for evaluation prior to purchase and on an ongoing basis.

11. Small Business Purchasing Program Program Background The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

12. Environmentally Preferable Products Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

13. Evaluation Criteria Contractors must submit responses that meet all the submission requirements of the RFR. All Potential Bidders must be registered with the Massachusetts Department of Revenue (DOR) and meet all the requirements set by the DOR to conduct business in the Commonwealth of Massachusetts, including but not limited to registration with the Massachusetts Secretary of State’s Corporations department. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Only responsive proposals submitted via COMMBUYS will be considered. Additional information may be requested via email for evaluation purposes.

Bid evaluations will be made according to the following criteria. Criteria are not listed in order of importance.

· Cost Proposal

· Experience & Qualifications

· Completion of RFR submission requirements

The DCR reserves the right to interview some or all respondents prior to making a final award.

14. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

15. Estimated Procurement Calendar

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

a. Online Questions (Bid Q&A) Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

b. Quotes (Bid Responses) Deadline (Bid Opening Date/Time) See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

d. Estimated Contract Start Date This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

Required Forms Responses to this RFR must contain the following documents:

Assign when creating files

The above attachments are available as part of the Bid record on COMMBUYS WWW.COMMBUYS.COM).

16. RFR Attachments Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids Appendix D: Bidder Response Form

17. Acceptable Forms of Signature Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

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